Org. Setting and Reporting

This post is located within the General Services Section (GSS), Administrative Services Division (ASD) of the Economic and Social Commission for Western Asia (ESCWA). The Team Assistant (Visa) reports directly to the Unit Supervisor and will be under the overall supervision of Chief General Services Section.

Responsibilities

Within limits of delegated authority, the Team Assistant (Visa) is responsible for the following duties:

1 – Liaises and undertakes daily errants with Embassies and Consulates in Beirut with due consideration to priorities by the supervisor.
2 – Provides general office support services to help ensure the smooth functioning of Visa Unit (Assists in preparing the required correspondence in connection with visa requests and obtains authorized signatures; Assists in submitting travel documents and applications to Embassies or Consulates; Assists in preparing the required correspondence requesting the obtaining of visas by UN offices outside Lebanon, and follows up on visa formalities for the issuance of entry visas into Lebanon to delegates and participants; Assists in handling the issuance of UN Laissez-passer for ESCWA staff members.
3 – Prepares a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards. (Note verbales, Visa applications, Tax exemption certificates, etc)
4 – Proofreads note verbales and other correspondence for completeness and grammatical and typographical accuracy (Handles official documentation for clearance of personal household effects through MOFA and HCC).
5 – Maintains log of pending issues with MOFAE; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit. Processes requests and follows up all formalities relating to staff members accreditation, issuance of identity cards, residence permits for staff members, relatives and domestic helpers, replacement of valid driving licenses and renewal for staff members through MOFA.
6 – Reviews, records, routes and/or processes mail or other documents; gathers pertinent background material; tracks and monitors follow-up action as required.
7 – Receives phone calls and visitors, and responds to routine inquiries and information requests, including drafting routine written responses, or routes to appropriate personnel for handling as required.
8 – Maintains files (both paper and electronic) and databases for work unit. Maintain records and files for ESCWA International staff regarding the official formalities processed (domestic helpers, visas, diplomatic cards, vehicles, etc…
9 – Updates and maintains large distribution lists; assemble documents, reports and other materials for global dissemination, where possible using electronic formats; coordinates courier services.
10 – Performs basic data entry and extraction functions. 
11 – Checks accuracy of simple calculations, codings, data, etc.
12 – Performs a variety of administrative duties. Ensures that all visa applications are in accordance with standing procedures and instructions, including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, etc.
13 – Photocopies a variety of documents and other materials. 
14 – Operates and maintains a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, etc.
15 – Delivers urgent mail/messages.
16 – Performs other duties as assigned.

Competencies

Professionalism – Knowledge of general office and administrative support. Knowledge of administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Communication – Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Client Orientation – Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

Completion of secondary school or equivalent is required.

Work Experience

A minimum of two (2) years of experience in general office support or related area is required. Knowledge of general office procedures and ability to drive vehicles, demonstrates a valid driving license for this category and to know the driving released regulations of the country, knowledge of chauffeur courtesies, and/or familiarity with the office procedures and the transportation needs of the office is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English and Arabic is required.

Assessment

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test when they are short-listed for a job opening. Having passed the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST per applicable eligibility guidelines. 

In addition to the above, the shortlisted candidates will undergo a substantive assessment related to the functions of the post and a competency-based interview. Only short-listed candidates will be contacted.

Special Notice

Appointment against this post is on a local basis; candidates shall be recruited in the country of the duty station, irrespective of nationality and length of time the candidate may have been in the country. If no suitable candidate is identified, overseas candidates will be considered subject to a passing grade on the relevant entry-level examinations at the duty station. 

Staff members are subject to the authority of the Secretary-General, who may assign them to any task or function in the organization. In this context, all staff are expected to move periodically to new functions during their careers in accordance with established rules and procedures. 

The candidate is responsible for any expenses incurred in order to take the examination and, in the event of an employment offer, any costs relating to travel and relocation to the duty station.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.